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Lessons Learned in Effective Project Planning: Solutions for Administrative and Policy Challenges

Learn valuable lessons in project planning, dealing with administrative and policy hurdles. Discover solutions to common roadblocks, team dynamics, and engaging stakeholders. Ensure successful implementation by defining achievable milestones, addressing goals weekly, and fostering effective communication.

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Lessons Learned in Effective Project Planning: Solutions for Administrative and Policy Challenges

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  1. Lessons Learned;Administrative and Policy Issues and Solutions; Complete your Plan Mike Conlon, UF Valrie Davis, UF Leslie McIntosh, WUSM

  2. Lessons Learned

  3. Plan Early and Stick to the Plan!

  4. Define achievable milestones

  5. Visible interim results

  6. Breaking through Roadblocks

  7. Team Dynamics • Utilize expertise in the right roles • Encourage communication and create ways for easier communication (listservs, meeting minutes, explain jargon, etc.) • Address goals and tasks weekly • Identify problem-solving processes • Notice good work

  8. Careful changing the ontology

  9. Last lessons to share • Take time to get data in right the first time • Identify key stakeholders early • Be realistic and don’t go it alone

  10. Engagement • Engage senior leadership • VIVO is an enterprise service/system/project • Engage data “owners”/stewards • It’s their data • Engage faculty • Be clear about why and when

  11. Policy Questions • Who will edit data in VIVO? • What data will be public? • How will software updates be handled? Who decides? • How will emergency privacy issues be handled? • How will “unexpected” policy questions be addressed? • Who makes policy decisions for VIVO?

  12. Complete your plan

  13. What you need to determine: Scope/Tasks Team/Resources Time/Schedule

  14. Primary Tasks • Planning • Installation and Understanding • Making Data Available • Gaining access to data • Data ingest • Permission • Transition to Operations Communicate throughout!

  15. Essential • Publications • Photos • Educational Background • Important • Grants • Courses • Nice • Presentations • Excluded • Phone numbers • Gender • Building location What data will be in VIVO?

  16. Team Composition • Project Manager • System Administrator • Data Scientist • Outreach Liaison

  17. Time • Estimate the time you think it will take for each task • Double it • Phases/Releases …and manage expectations.

  18. Completing Your Plan • Your One Pager • Your scope • Your Time line, task list, Gantt chart • Your resource plan • Your environmental assessment • Your governance plan • Your communication/outreach plan

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